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Re-Advertisement: Administrative Assistant, G-5, Fixed Term Position, Public Partnerships Division, PPD Europe Pillar, Brussels, #00136266 at UNICEF (Brussels) · CodeHub Jobs

Job description

This is a re-advertisement, candidates who have already applied do not need to re-apply.

Applicants must be nationals of EU countries or in possession of a valid work permit. Please attach a copy of your work permit to your application submission.

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence.

At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

UNICEF is a place where careers are built: we offer our staff diverse opportunities for professional and personal development that will help them reinforce a sense of purpose while serving children and communities across the world. We welcome everyone who wants to belong and grow in a diverse and passionate culture, coupled with an attractive compensation and benefits package.

Visit our website to learn more about what we do at UNICEF.

For every child, the right to a Digital future

How can you make a difference?

The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does — in programs, advocacy and operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children’s rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias, or favoritism. To the degree that any child has an unequal chance in life — in its social, political, economic, civic and cultural dimensions — her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society’s most disadvantaged citizens — addressing inequity — not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.

Within this context, the Administrative Assistant (G-5) operates as part of the UNICEF Brussels Common Services Center (CSC), which provides harmonized administrative and operational support to UNICEF offices and divisions. As the CSC expands to accommodate a projected increase in staff presence from 60 to 84 by 2027, the G-5 will play a key role in supporting the growing needs of the Brussels duty station. The CSC follows UNICEF’s harmonized service framework, ensuring that the Brussels duty station receives standardized, high‑quality administrative and operational support.

Key functions, accountabilities and related duties/tasks:

1. Protocol and Diplomatic Services

Assist in protocol matters related to staff travel, work permits, visas, and international staff privileges.
Support newly arrived international staff with documentation for customs clearance of personal effects.
Facilitate visa arrangements for travelers to and from Brussels and process permits for equipment imports.
Organize and maintain protocol-related documents issued by the Government, UNICEF HQ, and Country Office.
Maintain records of travel and residence documents for all international staff and ensure timely updates and renewals as per Government requirements.
Prepare routine protocol correspondence, notes verbales, and reports in line with Government requirements and office standards.

2. Procurement of goods and services

Act as a Finance and Master Data Management Local Focal Point. Prepare, submit and monitor requests. Ensure the required information and documentation for submitted requests are correct, provide follow up on any issues until the request (or case) is completed by GSSC. Respond to queries from GSSC and clients.
Prepare funds commitments/PRQs/funds reservations in SAP, and submit for relevant approvals/releases, ensuring completeness of documentation in UNICEF systems.
Keep stakeholders/clients informed on the progress. Liaise with clients, ensuring timely follow-up.
Responsible for receiving invoices directly from vendors. Reconcile vendor accounts to prevent duplication and late payments. Liaise with receiving officers for SES creation and approval. Maintain a log of invoices and payment dates; monitor vendor payments.
Act as a P-Card Holder, process low-value transactions in line with the UNICEF rules and procedures.
Support the establishment, implementation, and administration of Long-Term Agreements (LTAs) for goods and services, ensuring compliance with organizational policies and procedures.

3. Mail & Office Telecommunication

Arrange receipts and dispatch of mail and parcels (Courier Service), maintaining efficient office operations.
Manage dispatch of outgoing diplomatic pouch to New York and Geneva and receipt of incoming pouch.
Maintain office telephone lines and duty mobiles, process payment of telephone bills.

4. ICT Support

Assist in troubleshooting ICT issues for staff across the office.
Support basic ICT equipment setup and maintenance under supervision.

5. Facility Management Support

Support day-to-day facility management tasks, including coordinating maintenance requests, reporting issues, and following up with service providers.
Assist in organizing office space, meeting room bookings, and ensuring common areas are maintained.
Help with the implementation of safety and security measures as directed.

6. Asset Management Support

Maintain inventory records for office supplies and equipment, support asset tracking and reconciliation.
Assist with the receipt, tagging, and distribution of assets.
Support periodic asset verification exercises and report discrepancies.

7. Travel support

Provide travel assistance to staff members for travel arrangements and entitlements based on the organization’s rules and policies.
Liaise with relevant travel focal points to ensure that the organization obtains the best service and price for all travel.
Brief/de-brief staff members on issues relating to related administrative matters such as visas, security clearance, and documentation procedures.
Extract, input, maintain, and verify correctness of travel records in the organization’s travel system to ensure accurate transactions related to travel costs and staff travel.

8. Events/Logistics

Support events and conferences by making logistical arrangements, through engaging with facilitators, caterers and hosts.
Liaise with budget focal points and divisions teams over costs and needs.

9. General Administrative Support

Provide general administrative support, ensuring compliance with UNICEF policies and procedures.
Maintain effective working relations with colleagues, local authorities, and partners on administrative matters.

Assist with document reproduction, filing, and archiving.

If you would like to know more about this position, please review the complete Job Description here: Classified Job Descriptions - Administrative Assistant.pdf

To qualify as an advocate for every child you will have…

Minimum requirements:

Education: Completion of secondary education is required. Professional and/or university courses related to the field of work are considered an assets
Work Experience: At least 5 years of relevant work experience in administrative or clerical work.
Skills:
-Project Management: Use project management tools to organize and track tasks within a project.
-Collaboration: Communicate thoughtfully and diplomatically considering how words may be perceived by others. Write clearly and concisely in emails and reports, outlining brief summaries and suggested actions.
-Problem Solving: Compare different sets of information to identify correlations and differences. Analyze information to identify the root cause of problems and possible risks. Identify key data and patterns in reports and summaries.
-Digital Dexterity: Use AI tools and digital platforms to collect information. Manage and organize digital documents and files in alignment with digital workforce policies and culture. Safeguard documents ensuring confidentiality and manage data risks.
Language Requirements: Fluency in English (written & verbal) is required.

Desirables:

1. Language: Knowledge of another official UN language (Arabic, Chinese, French, Russian or Spanish) or a local language
2. Experience with customs clearance, visa arrangements, SAP, Master Data Management, Long-Term Agreements, diplomacy related issues are considered an asset.
3. Relevant experience at country level, particularly in development, fragile settings and humanitarian contexts.

For every Child, you demonstrate...

UNICEF's Core Values of Care, Respect, Integrity, Trust and Accountability and Sustainability (CRITAS) underpin everything we do and how we do it. Get acquainted with Our Values Charter: UNICEF Values

UNICEF competencies required for this post are…

(1) Builds and maintains partnerships
(2) Demonstrates self-awareness and ethical awareness
(3) Drive to achieve results for impact
(4) Innovates and embraces change
(5) Manages ambiguity and complexity
(6) Thinks and acts strategically
(7) Works collaboratively with others

Familiarize yourself with our competency framework and its different levels.

UNICEF promotes and advocates for the protection of the rights of every child, everywhere, in everything it does and is mandated to support the realization of the rights of every child, including those most disadvantaged, and our global workforce must reflect the diversity of those children. The UNICEF family is committed to include everyone, irrespective of their race/ethnicity, disability, gender identity, sexual orientation, religion, nationality, socio-economic background, minority, or any other status.

UNICEF encourages applications from all qualified candidates, regardless of gender, nationality, religious or ethnic backgrounds, and from people with disabilities, including neurodivergence. We offer a wide range of benefits to our staff, including paid parental leave, breastfeeding breaks and reasonable accommodation for persons with disabilities. UNICEF provides reasonable accommodation throughout the recruitment process. If you require any accommodation, please submit your request through the accessibility email button on the UNICEF Careers webpage Accessibility | UNICEF. Should you be shortlisted, please get in touch with the recruiter directly to share further details, enabling us to make the necessary arrangements in advance.

UNICEF does not hire candidates who are married to children (persons under 18). UNICEF has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and UNICEF, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination based on gender, nationality, age, race, sexual orientation, religious or ethnic background or disabilities. UNICEF is committed to promote the protection and safeguarding of all children. All selected candidates will, therefore, undergo rigorous reference and background checks, and will be expected to adhere to these standards and principles. Background checks will include the verification of academic credential(s) and employment history. Selected candidates may be required to provide additional information to conduct a background check, and selected candidates with disabilities may be requested to submit supporting documentation in relation to their disability confidentially.

UNICEF appointments are subject to medical clearance.  Issuance of a visa by the host country of the duty station is required for IP positions and will be facilitated by UNICEF. Appointments may also be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid). Should you be selected for a position with UNICEF, you either must be inoculated as required or receive a medical exemption from the relevant department of the UN. Otherwise, the selection will be canceled.

Remarks:

As per Article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity.

UNICEF is committed to fostering an inclusive, representative, and welcoming workforce. For this position, eligible and suitable are encouraged to apply.

Government employees who are considered for employment with UNICEF are normally required to resign from their government positions before taking up an assignment with UNICEF. UNICEF reserves the right to withdraw an offer of appointment, without compensation, if a visa or medical clearance is not obtained, or necessary inoculation requirements are not met, within a reasonable period for any reason.

UNICEF does not charge a processing fee at any stage of its recruitment, selection, and hiring processes (i.e., application stage, interview stage, validation stage, or appointment and training). UNICEF will not ask for applicants' bank account information.

Humanitarian action is a cross-cutting priority within UNICEF's Strategic Plan. UNICEF is committed to stay and deliver in humanitarian contexts. Therefore, all staff, at all levels across all functional areas, can be called upon to be deployed to support humanitarian response, contributing to both strengthening resilience of communities and capacity of national authorities.

Visa residence requirements: i.e. UNICEF shall not facilitate the issuance of a visa and working authorization for candidates under consideration for positions at the national officer and general service category.

All UNICEF positions are advertised, and only shortlisted candidates will be contacted and advance to the next stage of the selection process. An internal candidate performing at the level of the post in the relevant functional area, or an internal/external candidate in the corresponding Talent Group, may be selected, if suitable for the post, without assessment of other candidates.

Additional information about working for UNICEF can be found here.